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What Are Time File Imports?

Introduction

Time File Imports offer a way to import time and/or pay records into a payroll batch. The most common need for Time File Imports is in scenarios where organizations are using a third-party time and attendance system and need to import their employee's time punches into Empeon Workforce.

However, Time File Imports are highly customizable and can be used to import any type of pay-related need into a payroll batch. For example, a Payroll Admin may choose to import a list of employees set to receive a Bonus into the payroll batch rather than manually key it within Pay Entry. The same concept can be applied to employees receiving commissions, allowing for more efficient management of these pay components.

Time File Imports also offer a solution to address retroactive adjustments for errors with pay and deductions. For instance, if a health insurance deduction was incorrectly applied to a large group of employees in a previous payroll, a Payroll Administrator can use a Time File Import for the current payroll. This import would include the same deduction codes but with a negative amount, effectively reimbursing the erroneous deduction from the prior payroll.

Import File Requirements

All import files, whether exported from a third-party time and attendance system or created by a Payroll Administrator, must meet the following requirements:

  • Only CSV files - All Time Files must be a comma-delimited (CSV) file. If using an Excel Workbook (XLSX), be sure to convert it to a CSV file format prior to importing.
  • Numerical Values - Values of any kind must be entered as simple numbers. Make sure that the columns associated with values on the CSV spreadsheet is in General or Number format in Excel.
  • Hours in Decimal Format - Any recorded hours on the time file must be enter in decimal format. For example, the value entered for an employee who worked 8 hours and 30 minutes should be "8.5".
  • Minimum Required Fields - All Time Files must include the Employee Identifier, DET Code, and depending on the pay recording method, either the Hours and Rates associated with the Earning Code or the Amount.
  • Time Stamps & Dates for Punches - When importing time punches, such as clock-in and clock-out times, it is important to include both the date and time stamp. If the date is not recorded and only the time stamp is provided, the system will automatically use the current date of the import as the date for each punch record. Additionally, time stamps must be recorded in military time using a digital clock format. See below:

  • Pay Per Line - Empeon Workforce only supports Time/Pay Files where each pay entry is recorded on a separate line. Each line must include dedicated columns mapped to the corresponding data, such as DET Code, Hours, Rates, Amounts, and/or Cost Centers. Time File exports where Earning/Pay Codes that are separated by column are not supported.

For further instructions on how to configure a Time/Pay File, please refer to Empeon's article Time File Import Configuration. For steps on how to import a Time/Pay File, please refer to Empeon's article Importing Time Files.